Tracking expenses can be a bit of a headache, especially when you need to get reimbursed for them later. A well-organized template can save the day, ensuring you list every single penny you spend. Google Sheets is a great tool for this.
Why Use Google Sheets for Expense Reimbursement?
Google Sheets is free, accessible from anywhere, and easy to share. It also has plenty of built-in features that make it ideal for tracking expenses, like formulas and formatting options. Once you set up a template, it’s easy to reuse it anytime.
Step 1. Open Google Sheets
Start by opening Google Sheets. Head to Google Sheets, sign in to your Google account and click on the plus sign to create a new blank sheet. Give your spreadsheet a name like “Expense Reimbursement Tracker” for proper documentation.
Step 2. Set Up Your Sheet
Once your blank sheet is open, you can start setting up the columns that you’ll need. Here’s a simple structure you can follow:
- Date
- Description
- Category
- Amount
- Receipt Attached: Yes/No
- File
- Notes
Type these headings into the top row of your sheet, each heading in its own column.
Step 3. Format the Header
Highlight your header row to make it stand out. Click the row number on the side to select it, then use the toolbar to make your headers bold or give them a background color. You can also adjust the font size to make it clear.
Step 4. Enter Your Data
Now, you can start entering data under each column as you incur expenses. Simply type in the details for each expense in a new row.
Step 5. Create Dropdowns for Categories
To make it easier to fill in the “Category” column, you can create a dropdown list with predefined options. Click on the first cell under the “Category” column. Go to the Insert menu at the top. Select Dropdown, then add categories like Travel, Meals, Office Supplies, etc., separated by commas. Click Save.
Now, you can easily select the category from a dropdown list.
Step 6. Sum Your Expenses
To keep track of your total expenses, create a formula that sums all the amounts. Click on the cell below your “Amount” column where you want the total to appear. Type =SUM( and then select all the cells in the “Amount” column that have numbers. Close the parenthesis and hit Enter. Your total should now appear in that cell.
Step 7. Add Files Using FileDrop
Did you know that you can easily add your files to your spreadsheet in just a few clicks? With the help of FileDrop, a Google Sheet add-on tool, you can attach your files to your sheet, You can also do bulk uploads if needed.
To add files using FileDrop, the first thing you need is to install it from Google Workspace Marketplace.
Adding files to your expense reimbursement template can make it more comprehensive and efficient. Once the FileDrop extension is installed, open your spreadsheet and click Extensions in the menu bar. Then, click Filedrop > Start FileDrop.
You will see a sidebar, then you can choose from Upload, Library, and Drive tabs. Then, go to the Settings tab and click the option you need.
In this example, we will be focusing on the Drive tab. FileDrop lets you easily import images from your Google Drive folders without opening a new browser. Once you click the Drive tab, you will see the recent folders you used in your Google Drive account.
To upload a file, select the folder and choose the file you want to add to your spreadsheet.
You will have two options for inserting the file: adding them as links and adding images in cells. Due to restrictions when adding many images to a sheet, the image over cells option can be done only one at a time.
With FileDrop, you can easily get files from your Google Drive folders in just a few clicks!
Step 8. Freeze the Header Row
So you don’t lose track of your headers as you scroll down, freeze the top row. Click View in the menu bar. Hover over Freeze. Select the number of rows.
Once your expenses are logged, and you’re ready to submit for reimbursement, it’s easy to share your sheet. Click the Share button in the top right. Enter the email addresses of the people who need to view or approve your expenses. Set their permission level to Viewer or Editor as needed, and send.
Get the Free Expense Reimbursement Template
Get a copy of the free Expense Reimbursement Template. I’ve already populated some cells as examples, but you can customize them as needed.
Final Thoughts
An expense reimbursement template in Google Sheets is a practical way to track and manage expenses. It’s customizable, easy to use, and ensures you or your team get reimbursed without confusion. Once set up, you’ll wonder how you managed without it!
Frequently Asked Questions
Can I highlight certain types of expenses for easy identification?
Yes, you can use conditional formatting to highlight specific categories or amounts. Highlight the desired column. Go to “Format” > “Conditional formatting.” Set rules such as highlighting amounts greater than a certain value or highlighting specific categories. Choose a color and click “Done.”
How do I use formulas to calculate total expenses?
To calculate the total amount of expenses, select the cell where you want the total to appear. Type =SUM( and then select the range of cells in the “Amount” column. Press Enter, and the formula will calculate the total automatically.
How can I ensure the template works for multiple users?
To make the template collaborative, share the file with team members by clicking “Share” and entering their email addresses. Adjust permissions to “Editor” so they can input their expenses. Protect certain cells (like formulas) by going to “Data” > “Protected sheets and ranges.”
